Tenants' Documents: Deadlines & Records in Germany
As a tenant in Germany, it is important to carefully document documents and deadlines related to internet use in dormitories and house rules. Many conflicts can be avoided with clear evidence: emails, records from the building management, payment receipts and screenshots of rules help with enquiries or disputes. This guide explains in practical terms which official forms and proofs are relevant, how to remember deadlines and securely store evidence. It is aimed at residents in special housing forms such as dormitories and shared flats and shows how to present evidence to the local court or the responsible authority in case of a dispute. The language remains simple so that non-lawyers can easily understand deadlines, documents and possible steps.
What to document
Documentation reduces uncertainty. Systematically collect all documents that affect your rights as a tenant, especially when it comes to internet access, community rules or access restrictions in a dormitory.
- Tenancy agreement, additional agreements and inventory list.
- Emails and written messages with the building management or the dormitory operator.
- Payment receipts for rent, utilities and any internet fees.
- Screenshots or copies of the house rules and internal notices.
- Photos/videos of defects (for example lack of internet access) and records of reports.
Remembering and meeting deadlines
Many rights and obligations in tenancy law depend on deadlines. Note when you sent a defect report or set a deadline; this helps later when it comes to claims or reductions. Legal foundations for duties and deadlines can be found in the BGB.[1]
- Report defects without delay and document the time of the report.
- Set a deadline for remedy (specify a concrete deadline) and prove it by email or registered mail.
- Respond promptly to incoming authority or court letters.
Which official forms to use?
There is no single "tenant form" for every situation, but sample letters and wording aids from the Federal Ministry of Justice can be useful.[3] Typical forms or letters include:
- Termination letter using a template when tenancies must be ended.
- Written defect notice with a deadline to the building management.
- Proof of payments (bank statements, receipts) as attachments to letters.
If it becomes a dispute
If conflicts remain unresolved, the local court is often competent; many tenancy cases are processed there.[2] Before suing, you should arrange all collected evidence chronologically and consider possible conciliation offers.
- Gather evidence: contracts, payment receipts, emails, photos and records.
- Set a final deadline in writing and document the sending before planning further legal steps.
- Present the ordered evidence to the local court or responsible authority during proceedings.
FAQ
- Which documents should I collect?
- Receipts such as the tenancy agreement, emails, payment receipts, screenshots of the house rules and defect reports.
- How long should I keep records?
- Practically at least until a dispute is resolved; for billing or utility statements you often keep documents for 2–3 years.
- Which court should I contact in a dispute?
- The competent local court is usually responsible for first-instance decisions and handles local tenancy cases.
How-To
- Collect all relevant documents in a safe place.
- Set clear deadlines and document the dispatch of defect notices.
- Use written templates for terminations or defect notices and send by registered mail if necessary.
- Present the organized evidence to the local court or responsible authority in case of a dispute.
